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3.1. SR 01-11-2011DRAFT MEETING OF THE ELK RIVER CITY COUNCIL HELD AT THE ELK RIVER CITY HALL MONDAY, JANUARY 3, 201 1 Members Present: Mayor Dietz, Councilmembers Zerwas, Westgaard, Gumphrey, and Motin Members Absent: None Staff Present: City Administrator Lori Johnson, City Engineer Justin Femrite, Fire Chief John Cunningham, Finance Director Tim Simon, and City Clerk Tina Allard Call Meeting To Order Pursuant to due call and notice thereof, the meeting of the Elk River City Council was called to order at 6:37 p.m. by Acting Mayor Westgaard. 2. Oath of Office Ms. Allard administered the oath of office for Councilmember Ward 1 and 4 and for the Mayor. Mayor Dietz gave a speech. 3. Consider 01/03/2011 Agenda MOVED BY COUNCILMEMBER WESTGAARD AND SECONDED BY COUNCILMEMBER ZERWAS TO APPROVE THE AGENDA. MOTION CARRIED 5-0. 4. Consider Consent Agenda Mayor Dietz questioned items on the Check Register and Mr. Simon explained them. MOVED BY COUNCILMEMBER GUMPHREY AND SECONDED BY COUNCILMEMBER ZERWAS TO APPROVE THE FOLLOWING CONSENT AGENDA: 4.1. COUNCIL MINUTES ^ 12/13/10 WORKSESSION ^ 12/20/10 REGULAR 4.2. CHECK REGISTER AS OUTLINED IN THE STAFF REPORT. 4.3. RESOLUION 11-01 DESIGNATING DEPOSITORIES OF CITY FUNDS. 4.4. DESIGNATE THE ELKRIVER STAR NEWSAS THE CITY'S OFFICIAL NEWSPAPER. 4.5. APPOINT REBECCA HAUG AS ASSISTANT WEED INSPECTOR TO JANUARY 6, 2014. Ciry Council Minutes January 3, 2011 Page 2 4.6. APPOINT MAYOR DIETZ AND FINANCE DIRECTOR TIM SIMON TO THE FIRE RELIEF ASSOCIATION BOARD WITH TERM EXPIRATIONS OF JANUARY 2, 2012. 4.7.A. PURCHASE OF CHEVROLET TAHOE FOR FIRE DEPARTMENT FOR NO MORE THAN $45,000. 4.7.B. PURCHASE OF THREE FORD CROWN VICTORIA SQUAD CARS AND ONE CHEVY IMPALA FOR THE POLICE DEPARTMENT FOR NO MORE THAN $124,000. 4.8. RESOLUTION 11-02 ACKNOWLEDGING CONTRIBUTIONS FROM THE ZIMMERMAN FIRE RELIEF ASSOCIATION ($1,000 FOR PARK EQUIPMENT). 4.9. EXECUTION OF GRANT AGREEMENT AND BIDDING FOR CITY HALL SOLAR TERMAL PROJECT. MOTION CARRIED 5-0. 5. Open Mike No one appeared for Open Mike. 6.1. Transportation Enhancement Resolution of Support Mr. Femrite presented the staff report. MOVED BY COUNCILMEMBER MOTIN AND SECONDED BY COUNCILMEMBER WESTGAARD TO ADOPT RESOLUTION 11-03 SUPPORTING AND AGREEING TO MAINTAIN EASTERN AREA TRAIL AND MOBILITY ENHANCEMENT PROJECT. MOTION CARRIED 5-0. 6.2. Appointment of Acting Mayor MOVED BY COUNCILMEMBER ZERWAS AND SECONDED BY COUNCILMEMBER WESTGAARD TO APPOINT JERRY GUMPHREY AS ACTING MAYOR FOR 2011. MOTION CARRIED 5-0. 6.3. Consider Cable TV Monitor Ms. Allard presented the staff report. It was noted that Council would like to have a monitor in various areas of the city such as the city core and in an outlying area when possible. MOVED BY COUNCILMEMBER WESTGAARD AND SECONDED BY COUNCILMEMBER ZERWAS TO APPOINT COUNCILMEMBER ZERWAS AND COUNCILMEMBER MOTIN AS CABLE MONITORS TO RUN WITH THEIR COUNCIL TERMS. MOTION CARRIED 5-0. 6.4. Consider Amending EDA Enabling Bylaws Ms. Johnson presented the staff report. City Council Minutes January 3, 2011 Page 3 Mayor Dietz stated he wanted the change because he felt it was important he stay on the Elk River Utilities Commission but he would be willing to assist the Economic Development Authority in any way. MOVED BY COUNCILMEMBER ZERWAS AND SECONDED BY COUNCILMEMBER GUMPHREY TO ADOPT RESOLUTION 11-04 MODIFYING RESOLUTION NO. 87-63 ESTABLISHING AN ECONOMIC DEVELOPMENT AUTHORITY FOR THE CITY OF ELK RIVER, MINNESOTA. MOTION CARRIED 5-0. 6.5. Consider Council Appointments Ms. Allard presented the staff report for each item. 1a) EDA Voting Members MOVED BY COUNCILMEMBER ZERWAS AND SECONDED BY COUNCILMEMBER WESTGAARD TO APPOINT THE FOLLOWING COUNCILMEMBERS TO THE ECONOMIC DEVELOPMENT AUTHORITY: • MOTIN TO DECEMBER 31, 2014 • GUMPHREY TO DECEMBER 31, 2012 ^ ZERWAS TO DECEMBER 31, 2014 MOTION CARRIED 5-0. 1b) Utilities Commission Voting Member MOVED BY COUNCILMEMBER MOTIN AND SECONDED BY COUNCILMEMBER GUMPHREY TO APPOINT MAYOR DIETZ TO THE ELK RIVER MUNICIPAL UTILITIES COMMISSION TO FEBRUARY 28, 2013. MOTION CARRIED 5-0. 1c) Energy City Commission Voting Member MOVED BY COUNCILMEMBER MOTIN AND SECONDED BY COUNCILMEMBER GUMPHREY TO APPOINT COUNCILMEMBER WESTGAARD TO THE ENERGY CITY COMMISSION TO FEBRUARY 28, 2012. MOTION CARRIED 5-0. 1d) Library Board Voting Member Council consensus was to leave this appointment open until the application deadline has closed on January 14 in order to give residents an opportunity to serve on the board. 2) Consider Liaisons/Non-Voting Members MOVED BY COUNCILMEMBER ZERWAS AND SECONDED BY COUNCILMEMBER GUMPHREY TO MAKE THE FOLLOWING COUNCIL LIAISON APPOINTMENTS VALID TO DECEMBER 31, 2012: City Council Minutes January 3, 2011 ^ WESTGAARD TO THE HERITAGE PRESERVATION COMMISSION ^ DIETZ TO THE PARKS AND RECREATION COMMISSION. ^ MOTIN TO PLANNING COMMISSION MOTION CARRIED 5-0. 3. Region 7W Transportation Policy Board Page 4 MOVED BY COUNCILMEMBER MOTIN AND SECONDED BY COUNCILMEMBER WESTGAARD TO RECOMMEND, TO THE SHERBURNE COUNTY BOARD, COUNCILMEMBER ZERWAS AS A MEMBER OF THE REGION 7W TRANSPORTATION POLICY BOARD. MOTION CARRIED 5-0. 6.6. Set Date for Visioning Follow-up Meeting Ms. Johnson presented the staff report. It was Council consensus that the Visioning meeting be tentatively set for February 22, 2011 at 6:00 p.m. 6.7. Consider Increase in Hours for Fire Department Administrative Assistant Ms. Johnson presented the staff report. Chief Cunningham explained the duties and responsibilities of this position. Council expressed the following concerns: ^ Not considered during budget process and request is coming early in the budget cycle. ^ These type of requests will begin to occur continually. ^ Cross-training of staff and utilization of other staff. ^ Future funding source for this additional expense. Councilmember Motin noted it was a unique position due to the limited staffing in the department. Councilmember Zerwas concurred. Mayor Dietz stated he would support the request as long as the additional money is absorbed into the Fire Department budget next year and there will not be an additional $12,000 requested. Chief Cunningham noted that it is difficult to cross-train staff due to the technical duties of the position and the proprietary nature of software. Ms. Johnson stated she agrees with and understands the Council's concerns. She further stated this was a unique request and that staff wouldn't be asking for it if there weren't the demand and workload in the department. She noted the request has been in the budget for the past few years but had always been cut. She stated it is important at this time to maintain City Council Minutes January 3, 2011 Page 5 consistency in the department and that it would be difficult and time-consuming to train a new employee. MOVED BY COUNCILMEMBER ZERWAS AND SECONDED BY COUNCILMEMBER WESTGAARD TO INCREASE THE HOURS OF THE FIRE DEPARTMENT ADMINISTRATIVE ASSISTANT BY 4.5 HOURS PER WEEK EFFECTIVE JANUARY 4, 2011 WITH FUNDS TO COME FROM COUNCIL CONTENGENCY. MOTION CARRIED 5-0. 6.8. Discuss Council Worksession Agendas Ms. Johnson presented the staff report. The following changes were made: ^ Add Special Revenue Funds and Capital Improvement Plan to February 22 agenda. ^ Tentatively add Request for Proposals for the Public Works Facility to the February 14 agenda. Other Business There was no other business. 8. Council Updates City Meetings Mayor Dietz let Council know that he set up various meetings in order to introduce himself to staff. Firen~orks-Readers Digest Mayor Dietz noted that Readers Digest will be giving out funds for fireworks to a certain number of communities. He stated he could talk with Jim Boyle who headed up last year's fireworks committee to inform them of the contest. It was Council consensus to move forward with discussing this with the fireworks committee. 9. Staff Updates Fuel Contract Mr. Simon reviewed the figures for the 2011 state fuel contract. Effect of Land Use Training on Insurance Deductible Mr. Simon stated the online land use training through the League of Minnesota Cities is available and noted that if a quorum of Councilmembers take the course it could allow the city to have a deductible savings in case there are any future land use claims. He asked that they let him know if they could complete the online training by the end of January. Council asked that the link be sent to them. City Council Minutes January 3, 2011 10. Adjournment Page 6 There being no further business, Mayor Klinzing adjourned the meeting of the Elk River City Council at 7:35 p.m. Tina Allard, City Clerk John Dietz, Mayor